Include extra documents when emailing

HirePOS includes several built‑in tools that allow you to share additional information with clients alongside their bookings, invoices, and delivery paperwork. This guide outlines the most common and recommended ways to include documents such as:

1. Last 12 months service history

2. Pre-Start Checklist / Daily Inspection Sheet

3. Operator Manual

4. Plant Risk Assessment (PRA)

5. Safe Work Method Statement (SWMS)

6. Insurance Certificate (Public Liability / Plant & Equipment)

Depending on how you want the information delivered (attached PDFs, links, QR codes, or embedded documents), you can use one or any combination of the options below.

HirePOS includes a "Delivery Docket (QR Codes)" option as standard, allowing clients to scan (or click) and instantly access up-to-date information online.

How it works:

• QR Codes link to Item details, documents, or hosted resources

• Ideal for on‑site access via mobile devices

This is ideal for:

• Operators needing manuals on site

• Quick access to risk assessments or service history

• Reducing printed paperwork

📘 Help guide: Equipment Information & Service History
https://docs.hirepos.com/en/articles/8954497

The "Equipment Information & Service History" report can be fully customised, for example, include links from equipment to external PDF documents using the cloud drive link field from the item setup.

📘 Help guide: Custom Report Template Requests
https://docs.hirepos.com/en/articles/9499393

Service and maintenance history can be included as part of HirePOS documents and emails.

• When a Maintenance Record is linked to an Invoice, it can be automatically included when the Invoice is emailed

This is ideal for:

• Latest service records

• Compliance documentation

• Plant inspection history

• Maintenance Records and/or Inspection Checklists can be added as a second page to Booking or Invoice documents

• This allows clients to receive the latest service information automatically

📘 Help guide: Custom Report Template Requests
https://docs.hirepos.com/en/articles/9499393

If you have documents like Operator Manuals, Spec Sheets, or Safety Documents, these can be uploaded directly to the Item in HirePOS.

How it works:

• Upload PDF files to the Item record

• Choose to include these attachments when emailing bookings or invoices

• Clients receive the documents as email attachments

This is ideal for:

• Operator manuals

• Standard safety documentation

• Product specifications

📘 Help guide: Item Documents (Spec Sheets, Manuals)
https://docs.hirepos.com/en/articles/6393025

If documents are stored externally (e.g. Google Drive, OneDrive, Dropbox, SharePoint), HirePOS allows you to include cloud links.

How it works:

• Add Cloud Drive links to Items or records

• Links can appear in emails, documents, or both

• Clients access the most up‑to‑date version without re‑sending files

This is ideal for:

• Plant Risk Assessments that are regularly updated

• Large documents

• Centralised document control

📘 Help guide: Cloud Drive Links
https://docs.hirepos.com/en/articles/2304001

You can also host PDFs on:

• Your own website

• A cloud drive or document portal

Then include:

• URLs in booking and invoice emails

• Links on documents or via QR codes

This provides maximum flexibility and keeps documents centrally managed.

📘 Help guide: Cloud Drive Links
https://docs.hirepos.com/en/articles/2304001

HirePOS provides multiple ways to include additional booking information, and the best solution depends on how often documents change and how clients need to access them.

If you’d like help choosing the right setup for your workflow, our team can guide you through the options and help configure the best approach for your business.